Warranty audit preparation
An audit should be a morning of pulling files
Warranty documentation kept in the state an audit expects to find it, continuously, rather than assembled in a panic once a letter arrives. This is the quiet half of warranty administration and the one with the largest downside.
The problem
Why this costs dealers money
A warranty audit does not ask whether the repair happened. It asks whether the documentation supporting each claim exists, matches, and would still be there if someone looked. That is a question about filing discipline over a period of years, and it is answered on the day the auditor arrives by whatever was done at the time.
The exposure is asymmetric in a way that is easy to underrate. A claim prepared well returns what it was worth. A pattern of claims that cannot be substantiated can be charged back across a period — money already received, spent, and reported.
Dealerships rarely fail audits because the work was not done. They fail because the trail behind the work was assembled by different people, to different standards, over several years, and nobody was ever responsible for it as a body of evidence rather than as individual claims.
What we do
The work, specifically
01
Evidence retained per claim, in one shape
Every claim we prepare keeps its evidence pack — causal part, failure evidence, meter, serial, jobcard trail — filed the same way, so a sample pulled from any month looks like a sample pulled from any other.
02
Consistency across time, not just across claims
The standard does not drift when the person changes, because the person is a process rather than a hire. This is the difference an auditor actually notices.
03
Gaps surfaced before an auditor finds them
Where historical documentation is thin, you hear it from us. A known gap is a manageable problem; a gap discovered during an audit is a finding.
04
A file you can hand over
When a letter arrives, the response is retrieval rather than reconstruction. That is the entire objective and it is worth stating plainly, because the alternative consumes a quarter.
Bring a month of repair orders and your last few denials. We will tell you what we would have filed differently, whether or not you hire us.
What it costs
Published, before you speak to us
Included in ongoing monthly administration rather than priced as a separate engagement — audit readiness is a by-product of preparing claims properly, and billing for it separately would imply the claims were being prepared some other way.
Every rate is published in full, because we have no client references yet and you should be able to work out what we cost before you get on a call with us.
Questions
Warranty audit preparation, specifically
We have an audit letter already. Can you help?
Bring it to the call and be honest with us about the state of the documentation. What we can do for an audit already underway is narrower than what we can do for one that has not happened, and we will tell you which situation you are in rather than sell you the wider service. If the answer is that you need someone other than us, we will say so.
Does outsourcing preparation create audit risk?
It reduces the most common source of it, which is inconsistency. The claims are submitted through your own login by your own staff, the evidence is retained in one shape rather than several, and the standard does not change when a member of your team leaves. What outsourcing does not do is transfer responsibility — the claims remain yours, and we would be misrepresenting the arrangement if we suggested otherwise.
What documentation should we be keeping?
What each programme requires, which varies, and more of it than feels necessary at the time. The general shape is stable across manufacturers — the causal part identified, evidence of the failure, the meter reading, the serial taken from the machine, and a jobcard trail that ties them together. The specifics belong to your dealer policy manual, and we would rather read yours than generalise about it.
The other service lines
- Warranty administration
Ongoing preparation, documentation, and submission of your manufacturer warranty claims. Repair orders come to us, documented claims go to the programme, inside the filing window.
- Denied-claim recovery
We take your historical denials, work out what the denial code actually objected to, rebuild the documentation, and resubmit within programme rules. Paid on what comes back.
- Machine registration
Machine registrations filed inside the manufacturer window, so coverage starts when it should and a claim two years from now does not open with an argument about eligibility.
Next step
One call, no obligation
Rakesh takes these calls himself. Bring a month of repair orders and your last few denials, and you will get a straight answer about what is recoverable.